Using the Worksheet to Review Samples

• Note: If your agency does not use worksheets to manage test queues, see Reviewing Samples.

The Review Samples component is a worksheet that provides a quick way to review a list of sample records and related test results. After reviewing a sample record, you can then approve or authorize it, or return a test to the lab as needed.

The Review Samples worksheet lists all sample records that have an authorizable sample status or a status of Pending Authorization and for which you are an approved product group sample reviewer (or if you are an Exempt Sample Reviewer).

A sample record is not listed if all of its tests are set to Autofinalize and have an autofinalizable Test Result Value. If a sample record has been split and is set to Authorize as Group, none of the splits in the sample record group are displayed in the worksheet until all of the splits have an authorizable sample status.

To access this component, click the Review Samples link in the Materials Worksheets component. For information about using the standard features of a worksheet, see Working with Worksheets.

To locate a sample record, type criteria in the Quick Find search box. You can also enter a value in the Lab Control Number and Product Group search boxes to filter the list of sample records. The system displays rows for sample records that match your search criteria.

Each sample row includes an Actions button and values in these fields:

• Acceptance Method

• Sample Status

• Sample ID

• Test Status

• Contracts

• Lab Ref Num

• Test Method

• Test Description

• Test Number

• Lab Unit Name

• Material Code

• Material Name

• Sampler

• Sample Type

• Source ID

• Actual Completion Date

• Sample Date

• Lab Control Number

• Seal Number

• Link To

• Sample Remarks

• Test Remarks

View or Record a Remark

To view or record a remark:

1. Locate the sample record/sample record test in the worksheet.

2. Click the link in the appropriate Remarks field on that row. 

3. Scroll down to find the Remarks tab on the Summary component. 

4. View and record remarks (see Recording Remarks for more information).

View or Edit Additional Information About a Sample Record

To view or edit additional information about a sample record:

1. Locate the sample record in the worksheet.

2. Click the link in the Sample ID field or select Open Sample Record from the Views section of the Actions menu of that row. 

3. View and edit additional information on the Sample Record Summary (see Maintaining a Sample Record for more information). 

View or Edit Additional Information About a Sample Record Test

To view or edit additional information about a sample record test, follow these steps:

1. Locate the sample record test in the worksheet.

2. Click the link in the Test Number field or select Open Sample Record Test from the Views section of the Actions menu of that row. 

3. View and edit additional information on the Sample Record Test summary (see Maintaining Sample Record Tests for more information). 

Return a Sample Record

To return a sample record for review:

1. Locate the sample record in the worksheet.

2. Click the Sent Test Back to Lab from the Tasks section of the Actions menu of the sample row.

3. Note: To apply this action to more than one test, select the check box for each test and click the Send Test Back to Lab button at the bottom of the worksheet. 

The system changes the test status to 81: Test Referred Back to Lab and the sample status to In Testing. The changes are saved automatically. To void a sample record, set the Sample Status to Void. You can only void a sample when the sample record is not authorized and all tests assigned to the sample record have either been cancelled or completed.

• Note: Whenever a sample record test status is changed, the system checks for the presence of a matching alternate test workflow. If one is found, the system changes the test status to the status indicated by the alternate test workflow (see Maintaining Alternate Test Workflows for more information).

View or Change Reference Specifications

To view or change reference specifications:

1. Locate the sample record test in the worksheet.

2. Click on the Reference Specifications from the Views section of the Actions menu of the test row.

The system takes you to the Reference Specifications tab on the Sample Record Test Summary (see Selecting Reference Specifications for a Sample Record Test for more information).

Compare Sample Record Test Results with Associated Agency Views

To compare sample record test results with associated agency views:

1. Locate the sample record test in the worksheet.

2. Click Generate Test Results Comparison from the Tasks section of the Actions menu of the test row. This will create a .csv file that compares results from sample record tests and associated agency views. 

• Note: To apply action to more than one test, select the checkbox for each test and click the Generate Test Results Comparison button at the bottom of the worksheet. 

If an agency view is associated with a sample record test, you can access it by selecting the agency view name from the Actions menu on the sample row. Note that data in the agency view cannot be modified if the agency view association is inactive, or if the current test status is not selected for the Enter Test Results queue agency option. For general information about agency views, see Understanding Agency Views Understanding Agency Views.

Authorizing a Sample Record

You can choose to authorize a sample record to prevent further changes. This provides a measure of control that might be appropriate for your agency's workflow and security needs.

To authorize a sample record, the sample must have an acceptance method and an authorizable sample status. If the sample record has been split and is set to Authorize as Group, all splits from the sample record are authorized and unauthorized as a group. All splits from the same sample record must be in an authorizable sample status in order to be authorized as a group.

To authorize a sample record:

1. Indicate the acceptance method used to authorize the sample by selecting a value in the Acceptance Method field.

2. Click Authorize from the Tasks section of the Actions menu on the sample row.

3. Note: To apply this action to more than one sample record, select the check box for each sample record, and then click on the Authorize Samples button at the bottom of the worksheet. 

The system sets the Authorized By field to the current user, sets the Authorized Date field to the current date and time, and removes the sample record from the list on the Review Samples component. The sample record is now read-only, although you can add remarks of the remark type Disposition. If the selected sample record is part of a split sample record group that is set to authorize as a group, all of the splits are also authorized. The changes are saved automatically.

After authorization, the sample record becomes read-only, and the system removes it from all sample queues (Receive at Destination Lab, Receive at Lab Unit, Maintain Test Queue, Enter Test Results, Review Tests, and Review Samples). Subsequent changes can only be made by creating a sample record revision (see Revising an Authorized Sample Record) or by unauthorizing the sample record (see Maintaining a Sample Record).

Related topics:

Maintaining a Sample Record

Maintaining Sample Record Tests

Using Worksheets to Manage Test Queues